If you would like to start using Chargebee with Xero, or have been using Xero for some time and have manually created invoices, it might be a good idea to migrate your customer and plan/addon information from the application to Chargebee and map the customers/plans/addons in Chargebee so that there aren't any duplicates that might cause errors or flaws in reporting.
The mapping process is simple. This document will walk you through what's involved in the mapping process in two parts - customer mapping and item mapping.
For information on how to migrate your customer/item information to Chargebee, check out our migration documentation .
If you would like to map customer information between Xero and Chargebee to avoid Chargebee creating duplicate customers in your Xero site, follow these steps:
The customer mapping process can be initiated after connecting your Xero Organisation to Chargebee. Chargebee will prompt you to contact support to get the process started when Chargebee validates your Xero organisation, if it finds pre-existing invoices in Xero.
If you have already started using the Chargebee-Xero integration and would like to initiate the mapping of customer data between Xero and Chargebee send a mail to firstname.lastname@example.org and we'll get the process started.
Having received your request to map data from Xero to Chargebee, Chargebee will attempt to automatically map customer information from Chargebee with customer information in Xero. A customer's information from Xero will match a customer's information from Chargebee if both customer-objects:
Have the same Email Id
Have the same Company Name in Chargebee and Contact Name in Xero
Have the same First name + Last name in Chargebee and First name + Last name in Xero
The information will be sent to you as a CSV file with customer information from your Xero Organisation and your Chargebee site. It will show you:
Which of your Xero customers have equivalents in Chargebee
Which of your Xero customers do not have equivalents in Chargebee
Which of your Xero customer have more than one equivalent in Chargebee
With the initial mapping complete, we will send the CSV file to you to review. It will look like this:
Reviewing the file gives you the opportunity to:
Confirm that there are no false matches
Manually match customers that don't have a match in Chargebee
If customer information from Xero matches with more than one customer from Chargebee, decide which Chargebee customer you would like to map with the one in Xero.
Finally, send the updated CSV file back to Chargebee support (if you have made any changes to it as a part of the review). We will use this final, reviewed version of your CSV to map customer data between Xero and Chargebee.
If you would like to map your item data between Xero and Chargebee (items in Xero show up as plans/addons in Chargebee), follow these steps:
Drop an email to email@example.com to let us know that you would like to begin mapping your item data to Chargebee
In response, Chargebee will send you a CSV file containing information on what information we need from you to facilitate the mapping - including how you want the item to appear in Chargebee (either a plan or an addon), the item code in Xero, the Chargebee ID (if the plan/addon already exists in Chargebee) and so on.
As mentioned, the CSV file we send across to you will not be pre-populated, but each column will have a header indicating what information it should be populated with. The five columns in the CSV (for a particular item) are:
Chargebee_Entity_Type: This lets Chargebee know if the item should appear as a plan or an addon in your Chargebee site. The entity type PLAN informs Chargebee that the entity is a plan and the entity type ADDON informs Chargebee that the entity is an addon.
Chargebee_id: If the item already exists in Chargebee, entering the Chargebee ID here ensures that a duplicate plan/addon is not created
Chargebee_Plan_Name: The name of the plan as it should appear in Chargebee
Xero_Item_Code: The item code of the item as it appears in Xero
Xero_Item_Name: The name of the item as it appears in Xero
A fully populated CSV file should look like this:
Remember to review the CSV for mistakes before you send it across to us.
Once you've finished populating the CSV and have reviewed the information, send the CSV across to Chargebee support [mail id will be provided] and we will use this version of your CSV to populate your Chargebee site with any item data that exists in Xero but not in Chargebee.
When should I map data between Chargebee and Xero?
If you would like to integrate Chargebee with your accounting application and have pre-existing or manually created Chargebee invoices in Xero, it is a good idea to map your customer and item data between the two application before you begin integration, so there aren't any duplicates that might cause errors or flaws in reporting.
Chargebee will prompt you to initiate the mapping process when you are integrating with Xero.
Can I skip the mapping step?
In case you have invoices in Chargebee and have manually created them in Xero as, the corresponding Customers, Products/Items etc will be available in both Chargebee and Xero. After integrating Chargebee and Xero, invoices created for a customer existing in Chargebee and Xero will be synced but since Chargebee does not understand that ‘ABC Company' in Chargebee is ‘ABC Company' in Xero, Chargebee will create ‘ABC Company 2'. This might create complications later. So it is recommended that you map data between Xero and Chargebee so that duplicates are not created.
If you still decide to skip the process of doing the mapping, you can inform us and we will skip the step as part of the Chargebee-Xero Integration setup.
Can I map or update customer/item data between Chargebee and Xero after my integration is complete?
Yes, you can. Contact Chargebee support to map or update customer/item data after the integration is complete.
I have created customers and items in Xero and now want to sync them back. What should I do?
Create the customers and items in Chargebee as well and drop a mail to Chargebee support with a request for a data mapping to be done. We will map the Chargebee and Xero customer and item IDs and get back to you a CSV file where you will be able to review the mapping and make sure it is correct.